Workplace safety is not just a priority; it is a legal requirement under the Occupational Safety and Health Administration (OSHA) regulations. Even with the best safety practices in place, incidents of Injury or Illness can still occur. Employers must understand their responsibilities under OSHA’s Injury and Illness Reporting and Recordkeeping standards, as outlined in 29 CFR 1904. Failing to comply can result in significant penalties. This blog provides a comprehensive overview of these requirements to help businesses remain compliant and ensure worker safety.
Most organizations with 10 or more employees are required to track and report workplace injuries and illnesses. However, businesses classified as low-risk industries may be partially exempt. Employers should consult Appendix A to Subpart B of 29 CFR 1904 to determine if they fall under this exemption. Regardless, all employers must report fatalities and severe injuries to OSHA, regardless of industry classification.
OSHA defines a work-related injury or illness as one caused or significantly aggravated by an event or exposure in the work environment. This includes any location where employees are required to work as a condition of their employment. Examples include company offices, construction sites, or vehicles used for work purposes.
Employers must report the following to OSHA:
Additionally, any injury or illness requiring medical treatment beyond first aid, resulting in days away from work, restricted work, or job transfer, must be recorded. Diagnosed cases of cancer, chronic diseases, fractures, or punctured eardrums are also reportable.
Understanding the distinction between first aid and medical treatment is crucial. According to 29 CFR 1904.7(b)(5)(i)(C), first aid includes:
If treatment exceeds these measures, it must be recorded and reported as a workplace injury or illness.
OSHA mandates the use of specific forms to document workplace incidents:
This is the initial report completed within seven days of notification of a recordable injury or illness. It provides detailed information about the incident and must be retained for five years.
Form 300 records all reportable incidents throughout the year. Details such as employee names, job roles, and descriptions of injuries or illnesses are included. Each entry must align with the information on Form 301.
This annual summary provides an overview of the year’s incidents. Even if no incidents occur, employers must still complete and display this form in a visible location from February 1 to April 30 each year.
Certain high-risk industries with 20 or more employees must submit Form 300A electronically to OSHA annually. Establishments with 100 or more employees in high-hazard industries must also submit Forms 300 and 301 electronically. As of March 2022, OSHA has been expanding its electronic reporting initiative to improve transparency and workplace safety nationwide.
Failure to comply with OSHA’s reporting and recordkeeping requirements can result in significant fines and penalties. These penalties serve as a reminder of the importance of maintaining accurate records and promptly reporting incidents.
To stay compliant with OSHA’s requirements:
Compliance with OSHA’s injury and illness reporting and recordkeeping standards is not only a legal obligation but also a crucial aspect of fostering a safe workplace. By understanding these requirements and implementing robust reporting systems, employers can protect their workforce and avoid costly penalties. For more information, visit OSHA’s official website.
Occupational Safety and Health Administration (OSHA). (2023). Injury and Illness Recordkeeping and Reporting Requirements. Retrieved from https://www.osha.gov/recordkeeping/
Occupational Safety and Health Administration (OSHA). (2022). Improve Tracking of Workplace Injuries and Illnesses. Retrieved from https://www.osha.gov/recordkeeping/improve-tracking
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